Lakeside Apartments Committee

Lakeside Community Garden – Refund Procedure

Instructions for Receiving Refundable Portion of Annual Deposit

Fall Cleanup

Gardeners who have satisfactorily completed the cleanup requirements by the designated deadline will receive written notification from the Garden Coordinator of their eligibility to receive the refundable portion of their annual deposits. The designated cleanup deadline for the 2018 gardening season is 5:00 pm on Sunday, November 25th.

Students

Upon receiving written confirmation of their eligibility, students may request the refundable portion of their annual deposits via the University’s Concur expense management system.
Please follow these instructions to submit a reimbursement request through Concur:

A.  Log in to Concur

  • Log in to Concur using your NetID and password.

B.  Set Up Concur Profile

  1. Click on the “Profile” button in the upper-right corner of the main page and then select “Profile Settings.”
  2. Select the “Expense Approvers” link under the “Expense Settings” section of the menu on the left side of the screen.
    • Search for “MaryEllen Trapold” in the box.
    • Save “MaryEllen Trapold” as the “default approver for your expense reports.”
  3. Select the “Expense Information” link under the “Expense Settings” section of the menu on the left side of the screen.
    • Enter “16594” in the box for Department. The system should auto-fill this entry as “(16594) GSO-Lakeside Committee Garden.”
    • Enter “Q0001” in the box for Fund. The system should auto-fill this entry as “(Q0001) Student/Campus Organization Fd.”
    • Leave all other fields blank.
    • Save all changes.

C.  Create a New Expense Report

  1. Click on the “Expense” tab at the top of the page.
  2. On the subsequent page, click on the “Create New Report” button.
  3. On the “Create a New Expense Report” page, enter the following:
    • Report Name: “[Your Name] Lakeside Committee Garden, [Today’s Date]”
    • Report Date: “[Today’s Date]”
    • Report Type: “Domestic”
    • Business Purpose: “Fall Cleanup Refund”
    • Trip ID: “Lakeside Committee Garden”
    • Comment: [Leave Blank]
    • Department: “16594”
    • Fund: “Q0001”
    • Program: [Leave Blank]
    • Site: [Leave Blank]
    • Project: [Leave Blank]
  4. Click on the “Next >>” button at the bottom of the page.
  5. On the subsequent page, enter the following:
    • Expense Type: “08. FEES: Memberships, Dues & Certifications”
    • Transaction Date: “[Date for Fall Cleanup Deadline]”
    • Business Purpose: “Fall Cleanup Refund”
    • Trip ID: “Lakeside Committee Garden”
    • Vendor Name: “Lakeside Committee Garden”
    • City: “Princeton, New Jersey”
    • Payment Type: “Cash/Out of Pocket”
    • Amount: “10.00 USD”
  6. Click on the “Attach Receipt” button at the bottom of the page and upload the written confirmation of your eligibility for a refund from the Garden Coordinator.
  7. Click on the “Save” button at the bottom of the page.
  8. Review the details one final time and click on the “Submit Report” button in the upper-right corner of the page.

D.  Receiving Your Refund

  • The University will remit the refund amount to your bank account via direct deposit.

 

Non-Students

Upon receiving written confirmation of their eligibility, non-students may request the refundable portion of their annual deposits via the University’s Guest Reimbursement Request form.
Please follow these instructions to submit a reimbursement request using this form:

A.  Complete the Form

  1. Fill in all necessary personal information as indicated on the form.
  2. Leave all items pertaining to travel expenses blank.
  3. Under “Business Purpose,” enter the following:
    • Department: “16594”
    • Fund: “Q0001”
  4. List the following entry in the itemized table:
    • Date: “[Today’s Date]”
    • Description: “Lakeside Committee Garden Fall Cleanup Refund”
    • Amount: “$10.00”
  5. Sign and date the form.

B.  Submit the Form

  • E-mail the Graduate School Student Life Coordinator, MaryEllen Trapold, with (1) the completed Guest Reimbursement Request form and (2) the written confirmation of your eligibility for a refund from the Garden Coordinator.

C.  Receiving Your Refund

  • The University will send a physical check for the refund amount to the mailing address that you provide on the Guest Reimbursement Request form.